Late-Night Party/Dance Policy

The college encourages the production of co-curricular activities that contribute positively to the social development of registered student organizations and their members. It is the responsibility of the college to take reasonable precautions to protect the safety and overall well-being of the college community and college facilities. This policy has been developed in an effort to achieve both of these objectives while allowing registered student organizations the freedom to plan large-scale late-night social activities that help to achieve the goals of their organizations. The provisions of this policy define specific expectations and requirements of host organizations and those methods by which the college will assist host organizations in the planning and management of their large-scale late-night parties and dances. Procedures related to implementing this policy are available from the Department of Campus Life, 135 Marano Campus Center.

Large-Scale Late-Night Party/Dance Policy

1. Definitions - Within the context of this policy, the following definitions will apply:

     A.  Party (including a dance): A planned gathering where the primary purpose is for attendees to mix socially with one another through the use of music or music and dancing.

     B.  Attendee: A person in attendance at a party including, but not limited to, members of the host organization(s), other members of the college community, invited guests, entry monitors, and event monitors.

     C.  Host organization(s): A registered student organization(s) that, having reserved college facilities for a party, provides financial support for the production of the party, and/or receives a portion of any admission fee to the party.

     D.  Host: A member of the college community who extends a specific invitation to a guest(s) to attend the party.

     E.  Invited guest: An attendee who is not a member of the college community and has received a specific invitation to attend the party from a member of the college community or host organization.

     F.  Party liaison: The designated representative(s) of the host organization(s) who will be the liaison between the host organization(s) and the Department of Campus Life throughout the party planning and implementation processes.

     G.  Entry monitor: A member of the host organization(s) or a volunteer from the college community who will assist in implementing the admittance process for the party.

     H.  Event monitor: A member of the host organization(s) or a volunteer from the college community who will assist in monitoring the party.

      I.  College community: Those students who are enrolled at SUNY Oswego, faculty and staff who are employed by the college, Auxiliary Services, the Student Association, the Oswego College Foundation, the Alumni Association.

      J.  Capacity limit: The maximum capacity of a space(s) as determined by the intended configuration of the space(s) to be used for an event, the nature of the event, and state fire code.

     K.  Attendance limit: The maximum number of attendees permitted at a party not to exceed the capacity limit of the space. The attendance limit shall be determined by the Department of Campus Life in collaboration with the host organization(s).

     L.  Party venue: The facility in which the party will be held.

     M.  Party location: The designated space within the party venue in which the party will be held.

     N.  Valid photo ID: An unexpired and unaltered school ID, driver license or state ID that includes a picture of the person presenting the identification.

     O  Contraband: Alcohol, other drugs, weapons or dangerous materials (as defined in the Weapons and Dangerous Materials policy), a backpack, a bag, beverages, or any other item banned in advance of the party by University Police, the Department of Campus Life or the host organization(s).

 2. General Provisions

Compliance with the provisions of this policy is required if a party will continue after the normal closing time of the building in which it is held, and it includes one or both of the following circumstances:

  • Will exceed 100 attendees
  • Will include invited guests

3. Alcohol, other drugs and tobacco            

  • The party shall be alcohol-free, drug-free and tobacco-free.

4. Planning Requirements

A party is a complex event that requires significant planning and coordination between and among college units and the host organization(s) in order to be successful.  For this reason, reservation requests for party venues must be submitted by the party liaison to the Department of Campus Life at least 40 business days prior to the desired date of the party (http://www.oswego.edu/student/services/campus_life/operations/event_form.html). The first planning meeting will be scheduled by the Department of Campus Life and must occur at least 30 business days prior to the scheduled date of the party.  Multiple planning meetings may be necessary depending upon the complexity of the proposed party and established planning deadlines. The primary purpose of planning meetings is to: 

  • Review the host organization(s) tentative plans for the party
  • Assess the need for College support services
  • Review host organization(s) responsibilities
  • Review third-party contracts and technical riders
  • Assist the host organization(s) in planning for the party
  • Establish deadlines for the receipt of additional event details from the host organization(s)

 A final planning meeting will be scheduled by the Department of Campus Life and must occur at least five (5) business days prior to the scheduled date of the party. The party liaison must attend all planning meetings and adhere to all planning procedures and established deadlines.

5. Party Locations and Party End Time

Parties may be held in the Ballroom of Hewitt Union or other spaces approved by Campus Life for a specific event.  Parties must end no later than 3 a.m. Only one party may be held per night. 

6. Maximum Attendance

Attendance at a party may not exceed the attendance limit for the party location. The host organization(s), the Department of Campus Life, and University Police will be responsible for monitoring and enforcing the attendance limit.

7. Support through the Department of Campus Life

Planning and implementing a party should be a positive and productive learning experience. Toward that end, the Department of Campus Life will provide general guidance and information to registered student organizations related to: scheduling College facilities, services, and equipment; adhering to deadlines; risk management requirements; understanding and negotiating contracts and technical riders; and planning, implementing, and monitoring a party.

8. General Responsibilities of Host Organization(s)

Host organization(s) shall be responsible for:

     A.  Planning a safe and entertaining event in compliance with this policy and procedures, other College policies, the Code of Student Rights, Responsibilities and Conduct, and local, state and federal laws. (refer to section 4)

     B.  Completing the facility reservation process (refer to section 4)

     C.  Providing the Department of Campus Life with a Certificate of Insurance for the party by the established deadline (refer to section 14)

     D.  Providing the Department of Campus Life with copies of all third-party contracts and technical riders by the established deadline (refer to section               13)

     E.  Compliance with publicity requirements (refer to section 16)

     F.  Compliance with host organization staffing requirements (refer to section 9)

     G.  Compliance with signage requirements (refer to section 22)

     H.  Informing attendees of the policies and procedures governing the party. (refer to section 15)

     I.  Insuring that their invited guests are made aware of expectations for conduct governed by the Code of Student Rights, Responsibilities and Conduct and the Regulations and Procedures for Maintaining Public Order on Campuses of the State University of New York. (refer to section 17)

     J.  Managing and monitoring the party in accordance with the established pre-party, admittance, exit, and closing procedures.

 9. Host Organization Staff

The general role of the host organization(s) staff is to plan the party, monitor the party, implement the pre-party, admittance, exit, and closing procedures and enforce the attendance limit. The host organization(s) shall be responsible for providing the following staff:

    A. Party liaison – a member of the host organization who will serve as the liaison between the host organization(s) and the Department of Campus Life throughout the party planning and implementation processes.  Responsibilities include:

  • Complete the facility reservation process to secure a party location
  • Regular and timely communication with the Department of Campus Life
  • Adhere to established deadlines
  • Attend all planning meetings
  • Recruit entry and event monitors
  • Oversee the pre-party, admittance, exit, and closing procedures
  • Attend entry monitor and event monitor training
  • Supervise the entry and event monitors
  • Sign attendance roster as “host” for all invited guests of the host organization(s)
  • Enforce guest and attendance limits
  • Monitor party venue exits to prohibit re-entry
  • Report problems to the building managers and/or University Police
  • Make announcement that party will end in 5 minutes
  • End the party
  • Clear the party venue at the conclusion of the party
  • Submit attendance roster(s) to the building manager at the conclusion of the party

B. Entry monitor: A member of the host organization(s) or a volunteer from the college community who will assist in implementing the admittance process for the party. Responsibilities include:

  • Attend entry monitor training
  • Implement admittance procedures
  • Monitor party venue exits to prohibit re-entry
  • Enforce guest and attendance limits
  • Clear the party venue at the conclusion of the party
  • Report problems to the party liaison, the building managers or University Police

A minimum of four (4) entry monitors will be required throughout the duration of the party. Entry monitor coverage may be provided in shifts. All entry monitors are required to attend the scheduled entry monitor training prior to the start of the party. 

C. Event monitor: a member of the host organization(s) or a volunteer from thecCollege community who will assist in monitoring the party. Responsibilities include:

  • Attend event monitor training
  • Monitor party venue exits to prohibit re-entry
  • Make rounds in party venue
  • Clear the party venue at the conclusion of the party
  • Report problems to the party liaison, the building managers or University Police

A minimum of one (1) event monitor will be required per party venue exit throughout the duration of the party. A minimum of two (2) event Monitors per 300 attendees will be required to make rounds in the party venue throughout the duration of the party. Event monitor coverage may be provided in shifts. All event ,onitors are required to attend the scheduled event monitor training prior to the start of the party.

10.      Building Managers

The general role of the building managers is to respond to building operations concerns and requests and to assist the host organization(s) and University Police in the general monitoring of the party.

       A.  A minimum of two building managers will be required to work during a party.
       B.  The building managers will be stationed near the entry to the party venue. As circumstances permit, one of the building managers will make rounds throughout the party venue.
       C. Building managers for the party will begin their shift one hour before the scheduled start time of the party and end their shift one hour after the end time of the party or when the building is closed and cleanup after the party is complete, whichever occurs first.
       D. Depending upon the party location, there may be a charge to the host organization(s) for building manager support. Should circumstances related to the party require the building managers to work beyond the scheduled end time of their shift, the host organization(s) will be responsible for paying all fees related to the additional time worked.

11. University Police Staffing

All professional security forces must be provided by University Police. The level of security staffing is determined on an event by event basis by the chief of University Police or designee, and is based on the following criteria:

     A.  Number of persons attending the party

     B.  History of safety issues with similar events

     C.  Indications that safety issues may develop during the party

     D.  Level and type of attendee involvement

     E.  Presence of money or other valuables at the party

     F.  Level of security and safety support to be provided by the host organization(s)

     G.  Facility issues:

           1.    Number of entrances and exits)      

            2.    Lighting levels

     H.  Other criteria that may impact safety of attendees or have the potential to damage College property

Costs for security staffing will be based on an average per hour reimbursement rate for University Police services and will be the obligation of the host organization(s) unless other arrangements are made between the host organization(s) and the chief of University Police.

12. Additional College Support Services

Certain circumstances may require college support services in addition to those provided by the Department of Campus Life and University Police. Additional support services may include, but are not limited to, custodial, building trades, and parking.  When it becomes apparent that circumstances require additional support services, the host organization(s) will be notified by the Department of Campus Life in a timely manner. The host organization(s) may be responsible for fees for additional support services. Host organization(s) will be provided with an estimate of all applicable support services fees as soon as possible in advance of the scheduled date of the party.


13. Third-Party Contracts and Technical Riders

Third-party support services provided by non-college services providers (e.g., entertainment, sound, lighting, staging, and decorations) can enhance a party. Third-party service providers typically require that specific conditions be met in preparation for the delivery of the contracted support service. These specific conditions are outlined in the service provider’s contract and technical rider. For this reason, the college requires the host organization(s) to provide copies of signed contracts and technical riders a minimum of 10 business days in advance of the party.

The Department of Campus Life will review the specific conditions outlined in contract and technical rider to determine whether or not the College can meet the conditions contained therein. 

This review is most effective if done before the host organization(s) sign contracts and technical riders. Host organizations that are funded by the Student Association should also have contracts and technical riders reviewed by the Director of Finance before the contract is signed.

A host organization may not contract with a third-party for support services that are provided by the College (e.g., professional security, custodial, building trades, building managers, catering).

14. Risk Management and Insurance

Overall safety and the prevention of accidents should be a high priority when planning any event. Many risks can be minimized and most accidents avoided through careful planning. However, accidents do happen. General liability insurance is a way to protect the host student organization(s) and the college from claims of negligence resulting in property damage and/or bodily injury during a party.  For this reason, the college requires each host organization to provide a certificate of insurance a minimum of seven (7) business days in advance of the party.  To be acceptable, the certificate of insurance must reflect the following detail: 

  • The certificate must name SUNY Oswego and the State of New York as the certificate holders
  • The certificate must name SUNY Oswego and the State of New York as additional insureds, with the exception of Workers’ Compensation
  • The limit of liability must be no less than $1,000,000 per occurrence.
  • The policy will be in effect during the date of the party
  • The date of the party must be listed in the description portion of the certificate
  • The cancellation portion of the certificate must state 10 to 30 days written notice

 Host organizations who are funded by the Student Association should request a certificate of insurance from the Student Association. Host organizations that are not funded by the Student Association should request a certificate of insurance from their parent organization or purchase insurance coverage through an insurance broker of their choice.

Host organizations shall be responsible for the costs to repair any property damage that occurs to the party venue that cannot be directly attributed to a specific individual(s).

15. Invited Guests

A party is a private event which is not open to the general public.  An attendee must be a current member of the College community, an invited guest of a current member of the college community, or an invited guest of the host organization(s). 

Each member of the college community may host a maximum of five (5) invited guests. Host organization(s) collectively may host a maximum number of invited guests that is equal to 25% of the attendance limit.

16. Publicity and Promotional Materials

A party is a private event which is not open to the general public and should not be publicized to the general public.  Promotional materials for the party may only be directed toward members of the college community and their invited guests and must state that “a SUNY Oswego ID or a Valid Photo ID is required for entry.”

17. Responsibilities of Attendees

All attendees shall be responsible for adhering to the Code of Student Rights, Responsibilities and Conduct, and the Regulations and Procedures for Maintaining Public Order on Campuses of the State University of New York. Attendees who are members of the college community shall also be responsible for insuring that their invited guests are made aware of expectations for conduct governed by the Code of Student Rights, Responsibilities and Conduct; and the Regulations and Procedures for Maintaining Public Order.

18. Tickets

Attendance limits for a party will be controlled, in part, through the use of tickets. Host organizations are required to make arrangements for the sale or distribution of tickets through the Marano Campus Center Box Office. The maximum number of tickets to be sold or distributed for a party shall not exceed the attendance limit.Ticket sales or distribution must end at least one hour before the scheduled conclusion of the party or when the number of tickets sold or distributed is equal to the attendance limit, whichever occurs first.

19. Entry/Exit

Entry into a party venue will be limited to a single entrance of the venue that is best suited for implementing the Admittance Procedures. Once admitted to the party venue, attendees shall not be permitted to exit and re-enter. Entry into the party venue will stop at least one hour prior to the end time of the party. At the conclusion of the party, exit from the party location will be limited to those exits that lead directly outdoors.

Before, during and after a party, attendees are not permitted to loiter in areas adjacent to the party venue, outside buildings, or in parking areas. 

20. Entry Requirements

The host organization(s)' entry monitors will be responsible for determining whether a person seeking entry into the party venue has met all of the requirements for entry into the party venue. Only those persons who meet the following requirements will be permitted entry into the party venue:

  • The person does not appear to be impaired by alcohol or any other drug
  • The person is a member of the college community, an invited guest(s) of a member of the college community, or an invited guest(s) of the host organization(s)
  • The person presents an unused ticket to the party
  • The person presents the proper form of photo ID depending upon his/her affiliation with the college community
  • The person enters his/her name, the name of his/her host (invited guests only), and his/her signature on the attendance roster
  • The person successfully passes a pat-down and an electronic screening when required

 As part of the party planning process, University Police in collaboration with the host organization(s) will determine, on an event by event basis, whether a successful pat-down and electronic screening will be a requirement for entry into the party venue.

21. Contraband

Any contraband brought to the entrance of the party venue or discovered inside the party venue will be confiscated and will not be returned to the owner. University Police will be responsible for taking possession and disposing of the contraband.

22. Signage

The following types of signage will be provided by the Department of Campus Life and must be posted in required locations throughout the duration of a party: 

Type of sign

Required locations

Welcome

The party venue entrance

Valid Photo ID Required

The party venue entrance and those party venue exits that may be mistaken as entrances

Prohibited Items

The party venue entrance and those party venue exits that may be mistaken as entrances

Emergency Exit Only/No Re-entry  

All party venue exits

 The host organization(s) may provide and post additional signage for the party provided that the additional signage does not contradict the required signage.

23. Cancellation by the College

The party may be cancelled for cause by the chief of University Police, the director of campus life or their designee(s) at any time prior to the start of the party. Causes for cancellation may include, but are not limited to:

     A.  Non-compliance with the provisions of this policy

     B.  Non-compliance with established planning procedures and deadlines

     C.  Credible and foreseeable safety and security risks that the college determines cannot be adequately addressed when planning the party or in the established admittance procedures

     D.  Breaches in the established admittance procedures

Notice of cancellation shall be made in writing to the party liaison and the host organization(s) and will include the cause(s) for cancellation. Should the party be cancelled for cause within 72 hours or less of the scheduled start time, the host organization(s) shall be responsible for all costs incurred and/or obligated by the college in preparation for the party. Should the party be cancelled for cause more than 72 hours in advance of the scheduled start time, the host organization(s) shall not be responsible any costs incurred and/or obligated by the college in preparation for the party.

24. Cancellation by the Host Organization(s)

A party may be cancelled by the host organization(s) at any time prior to the start of the party. Cancellations shall be made in writing and directed to the Department of Campus Life. The host organization(s) shall be responsible for all expenses incurred and/or obligated by the college in preparation for the party.

25. Termination of the Party by the College

The party may be terminated for cause by the chief of University Police or designee at any point prior to the established end time for the party. Causes of termination may include, but are not limited to:

     A.  Non-compliance with the provisions of this policy by the host organization(s), entry monitors and event monitors during the party

     B.  Criminal activity at the party

     C.  The potential for property damage or bodily injury

     D.  A fire alarm

     E.  Non-compliance by the host organization(s), entry monitors, or event monitors with the established admittance procedures

The decision to terminate the party shall be made by the chief of University Police or designee. Where appropriate and as time permits, University Police will consult with the Department of Campus Life and the party liaison regarding a decision to terminate the party. In the event of an emergency such as a fire where it may be necessary to clear the building immediately, it may not be possible for such consultation to occur. When consultation is not possible, a debriefing will be held among University Police, the Department of Campus Life and the host organization(s) as soon as practical following the resolution of the emergency.

Should the party be terminated for cause, the party liaison and the host organization(s) shall assist University Police and the Department of Campus Life in ending the party and conducting an orderly exit process. The host organization(s) may be responsible for all costs incurred and/or obligated by the college for the party.